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How to export data in CRM that includes associated records for each account, contact etc?

  • 1.  How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 18 days ago
    It's a busy Monday over here!
    I'm unsure how to proceed with this task.
    We have a company that was acquired by someone else, however they will need their current data to upload to their new CRM database moving forward.
    I ran queries and pulled all of their accounts, contacts, activities associated to their company and sales reps. Now, I need to export this info but they also need all associated records as well. So, I need every contact attached to each account, every note, activity etc that belongs to them based on the queries I created (which lack the above specifics).

    I know how to do a basic export but I have never tried to export all the additional info (associated stuff) also attached to each account.
    Is there a way to do this?

    I need Company ABC and all 10 of their contacts listed under this company, along with each of their activities and all notes ever associated to this company. I'm hoping this is something I can just add on from my orig queries?

    Thanks,

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    Heather L
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    Conference-CRMUG_200x200


  • 2.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    When we migrated from CRM v4.0 to Online we used a tool called scribe - see https://www.tibco.com/solutions/microsoft-dynamics-365-integration
    It seems to have been rebranded but if you need to maintain relationships then something like this is the way forward,

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    Donal McCarthy
    Digital Marketing Administrator
    BrightWork
    Galway
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    Conference-CRMUG_200x200


  • 3.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    SILVER CONTRIBUTOR
    Posted 17 days ago
    I agree with Donal here - Scribe is a great tool to do this.  KingswaySoft is another CRM integration tool that can maintain those relationships as well.

    Is there a possibility you can get access to the database itself and have a DBA pull the data?  That would be the fastest way to do it I believe.

    Alternately, you can create a Saved View inside CRM for a particular table, and use that Saved View inside XRMToolbox's Bulk Data tool to pull the 'unfriendly' record values for the lookup fields.  When you do this, it will give you the GUIDs for the records instead of the values stored inside the fields - this makes sure there are no duplicate record errors on the import.  You can import those tables into CRM one at a time, up to 100,000 records each.  So you would start with the Account Table, import all of those, then import the Contacts, then import the Leads, Opportunities, etc... very time consuming without having access to a third party tool or direct database access unfortunately.

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    Jonathan Hoffman
    D365 CE Consultant
    Blue Horseshoe
    Carmel IN
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    Conference-CRMUG_200x200


  • 4.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    thank you guys for the info!
    So- if I understand correctly in order to give this company who is no longer part of AFIMAC their data (accounts, contacts, all associated records based on these 2 entities -notes, activities etc) I will need a 3rd party tool or if I tried the XRM tool route I can do it myself but it would be very time consuming?
    We still want to maintain all of their data in our CRM database, we are only looking to copy what is theirs so they can then upload it into their new CRM within their new acquired company.

      I currently ran all the views for them and have the data in excel format, but unsure how to export the associated parts as well. So I can let my IT guy know about these 3rd party options and see how he wants to proceed. Thank you!!

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    Heather L
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    Conference-CRMUG_200x200


  • 5.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    SILVER CONTRIBUTOR
    Posted 17 days ago
    You've got it.

    The amount of time will vary based on the number of records and the number of tables you're trying to import.

    For finding associated records -

    If you do a full export of every field on an entity, then the associated records will have a lookup field on them that points to a specific related record.  For instance, a Note will have a regarding field that points to an account, a contact, etc..  That regarding field, when we look at it in the Excel export, has plain text as a value.  But if you use the XRM Toolbox Bulk Data tool, then you can display the unfriendly value which is a GUID. This GUID is a unique identifier that tells CRM exactly which record it is related to, rather than it trying to guess.

    All related entities must be present in the system before you try to import a record - What I mean by that is if you have a Lead that's associated with both an account and a contact, both the account and contact records have to be present in CRM when you import or it will throw an error that says 'record cannot be found' or something along those lines.

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    Jonathan Hoffman
    D365 CE Consultant
    Blue Horseshoe
    Carmel IN
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    Conference-CRMUG_200x200


  • 6.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    Heather - yep, a third party tool is definitely the best way, and also, if you can, find someone who knows how to use it.
    This is quite a red hecking task.

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    Donal McCarthy
    Digital Marketing Administrator
    BrightWork
    Galway
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    Conference-CRMUG_200x200


  • 7.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    D365UG/CRMUG ALL STAR
    Posted 17 days ago
    Edited by Heidi Neuhauser 17 days ago
    Scribe or KingswaySoft. We've been using KingswaySoft for most migrations lately and we can get it all done with their free tool. Great product, easy to use. It's very important to import entities in the right order (Accounts first, process errors that may occur, THEN Contacts, etc). Reach out if you need help!

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    Heidi Neuhauser
    Director, CRM Projects
    Reenhanced
    Green Lane PA
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    Conference-CRMUG_200x200


  • 8.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    It looks like KingswaySoft has a price associated with it?  https://www.kingswaysoft.com/products/ssis-integration-toolkit-for-microsoft-dynamics-365/purchase

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    Heather L
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    Conference-CRMUG_200x200


  • 9.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    D365UG/CRMUG ALL STAR
    Posted 17 days ago
    Not for a one-time migration that doesn't have an ongoing sync component. If you need a bidirectional sync, you'll need to look at purchasing a license. What version are you on, online right?

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    Heidi Neuhauser
    Director, CRM Projects
    Reenhanced
    Green Lane PA
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    Conference-CRMUG_200x200


  • 10.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    Posted 17 days ago
    Hi Heather,

    There is another tool called appRules that will pull all of the related entity data prior to your migration. Again there is a price attached to it, however it will also be able to do what you are looking to achieve. Dependant on the size of the data you are migrating and how concerned you are with the quality, you might also want to consider cleansing and de-duplicating the data so you aren't left with a messy target system. Again, appRules is a tool that can help with this!

    Hope this helps!

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    Conor Doyle
    DQ Global
    Portsmouth
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    Conference-CRMUG_200x200


  • 11.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    thanks Conor! I will look into this!

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    Heather L
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    Conference-CRMUG_200x200


  • 12.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    @Heidi Neuhauser ​I'm not sure what a bidirectional sync is?? But this is a one time data pull. We just need to get their data over to their new CRM platform.

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    Heather L
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    Conference-CRMUG_200x200


  • 13.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    Heather,
    I wrote a post on migration of the data between 2 CRM instances (in my case it was ground to cloud migration). It's not exactly what you need but it's pretty close - https://butenko.pro/2018/12/14/data-migration-from-ground-to-cloud-my-experience/
    One thing to be mentioned - you can use KingswaySoft tool for migration without paying any penny but I would highly encourage you to buy a license to show your appreciation for a wonderful tool to the company and people who spent hours and hours building and troubleshooting it.

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    Andrew Butenko
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    Conference-CRMUG_200x200


  • 14.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    thanks Andrew! I have no experience with migration of data so I really need the most user friendly option unless we decide to out source.

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    Heather L
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    Conference-CRMUG_200x200


  • 15.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    @Heather Laughlin I highly recommend outsourcing this. It will be very few hours and save you so much time and the headache of all the potential errors that could be thrown.  Kingswaysoft is my go-to though, if you decide to try it yourself that is the best way.

    Good luck! ​

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    Tim Dailey
    Sr Marketing CRM Administrator
    Starkey Hearing Technologies
    The CRM Dude (freelance consultant)
    Eden Prairie MN
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    Conference-CRMUG_200x200


  • 16.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    After discussing with my IT guy, he thinks I can manually do this (even though it will take a long time!) by using a hidden field in Accounts to act as a marker. then I can use our 3 queries to bulk edit the hidden field so it would say "ABCEXPORT" for example. then manually go into the records that we do not want them to take over and export in this migration and remove the ABCEXPORT tag. Then export contacts attached to accounts with that tag, notes to accounts, activities to accounts.

    Would this strategy work?

    I dont have enough experience on data migration to have an opinion.

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    Heather L
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    Conference-CRMUG_200x200


  • 17.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    SILVER CONTRIBUTOR
    Posted 17 days ago
    Absolutely this would work.  You would just update your Advanced Find/ Saved View filter as appropriate.  I do recommend still using the XRMToolbox if you're doing it manually, so that the GUIDs match across the two environments - it's much easier to find a matching GUID than it is to compare multiple fields to find a match if you need it later.

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    Jonathan Hoffman
    D365 CE Consultant
    Blue Horseshoe
    Carmel IN
    ------------------------------

    Conference-CRMUG_200x200


  • 18.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    ok- if I did it manually- what is the xrm toolbox option called?

    So I would still want to create that hidden field on all my queries before using XRM?

    Sorry- I've never migrated data before! its a bit confusing.

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    Heather L
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    Conference-CRMUG_200x200


  • 19.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    SILVER CONTRIBUTOR
    Posted 17 days ago
    The XRMTool box tool is called "Bulk Data Updater".


    You're going to want to create the hidden field on your Accounts entity if it isn't there already.  You can then either populate that field using this Bulk Data Updater tool that will use a workflow you create to do the update, or by manually populating the data.

    Your export that you do will use the Advanced Find/Saved Views.  It's important that you create a Saved View for your data because when you use the Bulk Data Updater, you will be required to select an xml query (Saved View in CRM).

    If you have some time around 330EST, I can hop on a call and do a screenshare with you on how to set it all up and do the export/import process for these records.  Feel free to shoot me an email, or if you can see my phone number on my profile give me a holler.


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    Jonathan Hoffman
    D365 CE Consultant
    Blue Horseshoe
    Carmel IN
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    Conference-CRMUG_200x200


  • 20.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 17 days ago
    @Jonathan Hoffman that would be amazing!! thank you!
    ​​

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    Heather L
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    Conference-CRMUG_200x200


  • 21.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    MICROSOFT MVP
    Posted 16 days ago
    Minor note here - the Bulk Data Updater does not require a saved view to retrieve the data to update. You can use FetchXML Builder (another tool in XrmToolBox), manually type the query (only recommended for true nerds), use a query in CRM (as suggested above) or open the query you have saved to file.



    Best regards,
    Jonas, author of Bulk Data Updater for XrmToolBox

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    Jonas Rapp
    MVP
    Sweden
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    Conference-CRMUG_200x200


  • 22.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 16 days ago
    @Jonas Rapp for some reason I cannot get Bulk Data Update to show up on my XRM Toolbox?
    I hit updates as well. I'm only showing these options:


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    Heather L
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    Conference-CRMUG_200x200


  • 23.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 16 days ago
    The XRM Tools page only shows the modules you've installed.
    Have a look in the Tool Library.



    ------------------------------
    Donal McCarthy
    Digital Marketing Administrator
    BrightWork
    Galway
    ------------------------------

    Conference-CRMUG_200x200


  • 24.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 16 days ago
    @Donal McCarthy opps! thanks. I tried the library: same thing. :(

    ​​​

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    Heather L
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    Conference-CRMUG_200x200


  • 25.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    SILVER CONTRIBUTOR
    Posted 16 days ago
    Heather and I did a screenshare so I could show her how to do the data export and work with the unfriendly names, but her XRMToolbox instance doesn't appear to be functioning correctly.

    It was installed initially, and when we opened it, it was erroring out - I don't recall the exact error message, but it said something about a missing component.  We deleted it as an installed plugin, at which point XRMToolbox said it needed to restart to finish the uninstall.   After the restart, it wasn't listed in her installed plugins, or in the plugins store.  I suggested updating her XRMToolbox to the latest version to see if that fixed the issue.

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    Jonathan Hoffman
    D365 CE Consultant
    Blue Horseshoe
    Carmel IN
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    Conference-CRMUG_200x200


  • 26.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    MICROSOFT MVP
    Posted 15 days ago
    Did it help?
    If you still have problems with the XrmToolBox installation, I recommend cleaning it up by deleting application and configuration files.
    Quick help on this: https://jonasr.app/xtb-clean

    ------------------------------
    Jonas Rapp
    MVP
    Sweden
    ------------------------------

    Conference-CRMUG_200x200


  • 27.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    TOP CONTRIBUTOR
    Posted 15 days ago
    @Jonas Rapp I was able to upgrade my version and did find the option now! thank you! ​​​​

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    Heather L
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    Conference-CRMUG_200x200


  • 28.  RE: How to export data in CRM that includes associated records for each account, contact etc?

    Posted 17 days ago
    Hi Heather,

    I had similar needs for a while and developed myself some power tool to migrate data between environments, supporting relations, recursion, etc.
    If you're not too advanced in the work, I'm pretty sure it could fit your requirements pretty fast.

    Thanks and let me know,

    ------------------------------
    Denis Ouellette
    Nmédia
    Drummondville QC
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    Conference-CRMUG_200x200


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